Keep personnel files

Step by step

1. Open General Administration → Personnel.
2. Search by name, staff number, phone or email, or filter by unit, grade, terms and status. The boxes at the top filter too: press Retiring soon or Former staff.
3. Click a name to open the file. Its tabs are Profile, Qualifications, Documents, History and Leave and assets.
4. To add someone, press Add staff member:
   • Personal: First name and Surname are needed. The Date of birth sets the retirement date (age 60).
   • Job: leave Staff number empty to get the next number. Choose the Unit, Position, Grade, Office and Supervisor (who approves their leave first) and the Terms.
   • Contact and Next of kin: type the next of kin's Name, choose the Relationship from the list (for example Spouse, Mother or Brother; Other relative if theirs isn't listed), and add the Phone and Address.
   • Portal account: in Link to a staff sign-in, choose their staff sign-in so they can ask for leave.
   • Press Save.
5. To upload a paper, open the Documents tab, type a Document title such as Appointment letter and add the file.
6. To record a promotion, transfer or other event, open the History tab, press Add to history, choose What happened, type a Summary and press Save.
7. To change the file, press Edit file.